HCPIR Job Aid Counselling Submissions. Purpose. Overview

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Aubrie Barker
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1 Purpose As of April 1, 2019, the Health Care Provider Invoicing and Reporting (HCPIR) application is available to support Counselling practitioners. The HCPIR application is designed to streamline the invoice and report submission process. This job aid will show you how to submit a report, submit an invoice, and request a treatment extension or submit a discharge notification in the HCPIR web application. Overview Topics Covered Enter Service Provider Information & Customer Details Submit an Initial Report Submit a Reassessment Report Submit Clinical Records Invoice a Treatment Submit a Request for a Treatment Extension Submit a Discharge Notification Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 1 of 27

Service Provider Information & Customer Details Enter Service Provider Information 1. To begin your submission, enter your vendor number and click the Verify button. 2.

2 Service Provider Information & Customer Details Enter Service Provider Information 1. To begin your submission, enter your vendor number and click the Verify button. 2. Validate the auto-populated information (for example, Business name and Business address). a. If the auto-populated information is incorrect, click the Help icon next to the field to learn how to update vendor information. 3. Enter a valid address in the address field. A final copy of the submission will be sent to the address that you have entered a ABC Company Main St, Vancouver, BC, CA Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 2 of 27

3 Enter Customer Details 4. Scrolling to the Customer / Patient section, enter the required customer details. a. Enter the customer s legal first name, and legal last name. If a name other than the customer s legal name is used (for example, a nickname), this could cause delays in processing the submission and receiving payment. b. Enter the customer s date of birth. c. Enter the customer s personal health number. This is optional, however, it will assist pairing the submission to the correct customer in ICBC s claim system and ensure that the submission is reviewed by the appropriate ICBC representative. d. Enter the claim number. Remember that each submission can only be made for one customer on one claim number. 5. The Date of accident will auto-populate. 6. Select the appropriate option in the What are you submitting today? field below. e. Invoice for patient care & related expenses f. Report and supporting documentation g. Treatment extension request / discharge notification 7. Click the Next button. 4a 4a 4b 4c 4d Tip: If you select Report and supporting documentation, then Invoice for patient care & related expenses will be automatically selected. Tip: If you select the Invoice or Report option and proceed to the next page, you will not be able to return and change your selection. To change your selection, click the Start Over button and start again. Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 3 of 27

4 Initial Report Enter Details of the Initial Report 1. In the Medical Report section, enter the required details of the report you are submitting. a. Enter the date of the report being submitted in the Date of report field. b. Select Counselling from the drop-down menu in the Who is submitting? field. c. Select Initial Visit and Report from the drop-down menu in the Which report are you submitting? field. d. Enter the practitioner number. This is optional. e. Enter the practitioner first name and last name. 2. Click the Next button to continue. 1a 1b 1c 1d 1e 2 Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 4 of 27

5 3. Enter details of the report you are submitting in the below Medical Report section. a. Enter the date in which the customer was assessed by the medical practitioner in the Date of assessment field. b. To add another assessment date, click the Add another date button. You can add up to four assessment dates. c. To remove an assessment date, click the Trash icon beside the session field. d. Select whether the customer is currently off work in the Is the patient currently off work? field. 4. In the Select One field, select whether the customer s information is being shared with the customer s consent or because of a request from ICBC. 5. Click the Next button to continue. 3a 3b 3d 4 5 Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 5 of 27

6 6. In the final Medical Report section, click the Browse button to select the copy of the PDF report from your system to upload. Tip: Blank copies of the PDF reports can be downloaded from the Business Partners web page, filled out and uploaded to the Medical Report screen. 7. Click the Attach button to upload the file. 6 7 Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 6 of 27

7 8. To remove an incorrect file, click the Trash icon to delete the uploaded file. 9. To preview the uploaded document, click the Preview button. 10. Click the Next button to proceed to the Invoicing screen. Based on your submission, select fields in the Invoice screen will auto-populate. Refer to the Invoice a Treatment section of this job aid for more information Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 7 of 27

8 Reassessment Report Enter Details of the Reassessment Report 1. In the Medical Report section, enter the required details of the report you are submitting. a. Enter the date of the report being submitted in the Date of report field. b. Select Counselling from the drop-down menu in the Who is submitting? field. c. Select Reassessment Report from the drop-down menu in the Which Report are you submitting? field. d. Enter the practitioner number. This is optional. e. Enter the practitioner first name and last name. 2. Click the Next button to continue. 1a 1b 1c 1d 1e 2 Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 8 of 27

9 3. Enter details of the report you are submitting in the below Medical Report section. a. Enter the date on which the customer was assessed by the medical practitioner in the Date of assessment field. b. To add another assessment date, click the Add another date button. You can add up to four assessment dates. c. To remove an assessment date, click the Trash icon beside the session field. d. Select whether the customer is currently off work in the Is the patient currently off work? field. 4. In the Select One field, select whether or not the customer s information is being shared with the customer s consent or because of a request from ICBC. 5. Click the Next button to continue. 3a 3b 3d 4 5 Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 9 of 27

10 6. In the final Medical Report section, click the Browse button to select a file from your system to upload. Tip: Blank copies of the PDF reports can be downloaded from the Business Partners web page, filled out and uploaded to the Medical Report screen. 7. Click the Attach button to upload the file. 6 7 Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 10 of 27

11 8. To remove an incorrect file, click the Trash icon to delete the uploaded file. 9. To preview the uploaded document, click the Preview button. 10. Click the Next button to proceed to the Invoicing screen. Based on your submission, select fields in the Invoice screen will auto-populate. Refer to the Invoice a Treatment section of this job aid for more information Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 11 of 27

12 Clinical Records Enter Details of the Clinical Records 1. In the Medical Report section, enter the required details of the report you are submitting. a. Enter the date of the report being submitted in the Date of report field. b. Select Chiropractor from the drop-down menu in the Who is submitting? field. c. Select Clinical Records from t he drop-down menu in the Which Report are you submitting? field. d. Enter the date range of the customer s clinical records in the Clinical records from and Clinical records to fields. e. Enter the practitioner number. This is optional. f. Enter the practitioner first name and last name. 2. Click the Next button to continue. 1a 1b 1c 1d 1e 1f 2 Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 12 of 27

13 3. In the final Medical Report section, click the Browse button to select a file from your system to upload. 4. Click the Attach button to upload the file. 3 4 Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 13 of 27

14 5. To remove an incorrect file, click the Trash icon to delete the uploaded file. 6. To preview the uploaded document, click the Preview button. 7. Click the Next button to proceed to the Invoicing screen. Based on your submission, select fields in the Invoice screen will auto-populate. Refer to the Invoice a Treatment section of this job aid for more information Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 14 of 27

Invoice a Treatment Enter Details of the Invoice 1. Enter the details of the service that the customer received. a. Enter the invoice number in the Your invoice number field.

15 Invoice a Treatment Enter Details of the Invoice 1. Enter the details of the service that the customer received. a. Enter the invoice number in the Your invoice number field. This number will be printed on the PDF copy of your final submission and on the vendor statement when you receive payment from ICBC. b. Enter the treatment type in the Treatment / Service type field. c. Enter the practitioner number. This is optional. d. Enter the practitioner s first name and last name. e. Enter the date of service. f. Enter the session type (for example, Standard Visit ). 2. Depending on the type of treatment that is being invoiced, a dollar value in the Fee field may auto-populate. If a dollar value does not auto-populate, enter a dollar value in the Fee field. 1a 1b 1c 1d 1e 1f 2 Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 15 of 27

16 Add a Session 3. In the Invoice section, if the customer has multiple sessions with the same practitioner, click the Add Session button to add a session with the same practitioner. a. Enter the details related to the additional session. 4. To delete a session, click the Trash icon next to the session. 3a 4 3 Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 16 of 27

Add New Practitioner 5. In the Invoice section, if the customer has session with an additional practitioner, click the Add new practitioner / therapist button to add a session with a new practitioner.

17 Add New Practitioner 5. In the Invoice section, if the customer has session with an additional practitioner, click the Add new practitioner / therapist button to add a session with a new practitioner. a. Enter the details related to the session with the additional practitioner. 6. To delete a practitioner, click the Trash icon next to the session with the practitioner. 6 5 Tip: A vendor that offers multiple services (for example, physiotherapy and massage therapy) can bill those services under one submission as long as the services are for the same customer under the same claim. Tip: To bill for a type of therapy that is missing from your drop down list, visit the ICBC Business Partners page to learn how to request to have additional therapy types added to your vendor number. Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 17 of 27

Preview The Invoice Submission 7. To preview the PDF format of the invoice submission, click the Preview button. 7 8.

18 Preview The Invoice Submission 7. To preview the PDF format of the invoice submission, click the Preview button To make a change to the invoice submission, click the Back button to return to the section of the submission you wish to modify. a. To submit on the Preview section, click the Submit button. b. To submit on the Invoice section, click the Back button to exit from the Preview section, and click the Submit button on the Invoice section 8 8b 8a 8b Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 18 of 27

19 9. Save the unique reference number generated for the submission. This number is printed on the PDF version of the submission and on the final vendor statement. 10 Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 19 of 27

20 Submit a Request for a Treatment Extension Enter Details of the Request for a Treatment Extension 1. In the Treatment Extension Request / Discharge Notification section, enter details of the extension request. a. Enter Counselling in the Practitioner / therapist type field. b. Enter the practitioner number. This is optional. c. Enter the practitioner s first name and last name. d. Select Treatment extension in the Are you requesting treatment extension or notifying of discharge from care? field. 1a 1b 1c 1d e. Enter the number of additional sessions you will provide the customer in the Number of additional sessions field. f. Enter the anticipated discharge date. g. Enter the reason for treatment extension. 1e 1f 1g Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 20 of 27

21 Enter Your Contact Details 2. Enter your contact details to ensure that the appropriate ICBC representative is able to contact you while processing the submission. a. Select how you wish the appropriate ICBC representative to contact you in the Contact preference field. You are not required to provide both a phone and an address. You may choose to provide one. 2 Preview The Request for a Treatment Extension Submission 3. To preview the PDF format of the request for a treatment extension submission, click the Preview button. 3 Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 21 of 27

22 4. To make a change to the submission, click the Previous button to return to the section of the submission you wish to modify. 5. Click the Submit button to submit the request for a treatment extension submission. a. To submit on the Preview section, click the Submit button. b. To submit on the Treatment Extension Request / Discharge Notification section, click the Previous button to exit from the Preview section, and click the Submit button on the Treatment Extension Request / Discharge Notification section. 4 5b 5a 5b Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 22 of 27

23 6. Save the unique reference number generated for the submission. This number is printed on the PDF version of the submission and on the vendor statement. 6 Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 23 of 27

24 Submit a Discharge Notification Enter Details of the Discharge Notification 1. In the Treatment Extension Request / Discharge Notification section, enter details of the discharge notification. a. Enter Counselling in the Practitioner / therapist type field. b. Enter the practitioner number. This is optional. c. Enter the practitioner s first name and last name. d. Select Discharge notification in the Are you requesting treatment extension or notifying of discharge from care? field. 1a 1b 1c 1d e. Enter the discharge date. f. Select the reason that the customer is being discharged in the Is the customer being discharged due to field. If Other is selected, an explanation for why the customer is being discharged is required in the Comment field. 1e 1f Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 24 of 27

25 Preview The Request for a Discharge Notification 2. To preview the PDF format of the request for a discharge notification submission, click the Preview button. 2 Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 25 of 27

26 3. To make a change to the discharge notification submission, click the Previous button to return to the section of the submission you wish to modify. 4. Click the Submit button to submit the discharge notification submission. a. To submit on the Preview section, click the Submit button. b. To submit on the Treatment Extension Request / Discharge Notification section, click the Previous button to exit from the Preview section, and click the Submit button on the Treatment Extension Request / Discharge Notification section. 3 4b 4a 4b Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 26 of 27

27 5. Save the unique reference number generated for the submission. This number is printed on the PDF version of the submission and on the vendor statement. 5 Effective Date: April 1, 2019 Las t Upda ted: March 8, 2019 Page 27 of 27

HCPIR Job Aid Massage Therapy Submissions. Purpose. Overview

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